School of Business Administrative Support Coordinator

Location
Seaside, California
Posted
Feb 26, 2018
Ref
MB2017-CB2378
Institution Type
Four-Year Institution

School of Business Administrative Support Coordinator

(Administrative Support Coordinator I)

MB2017-CB2378

Extended! Apply Today!  Open until filled.  The Priority Screening Date is: March 16, 2018

PURPOSE:

Under the general supervision of the Chair of the School of Business and lead direction from the College of Business Senior Administrative Analyst, the Administrative Support Coordinator is responsible for performing a full range of clerical, secretarial, and general office support functions that are varied and complex and is responsible for coordinating the clerical and administrative support functions in support of the Bachelor of Science Business Administration (BSBA), the Bachelor of Science Sustainable Hospitality Management (BSSHM), and Master of Business Administration (MBA) Programs. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1.  Accreditation and Assessment Project Design: Assists with designing and developing accreditation database structures. Works with Directors of Assessment and Curriculum to create frameworks for analyzing assessment data and benchmarking peer colleges of business. Creates surveys and compiles results to support assessment and curricular initiatives. Collects and organizes student profile data, student proficiency levels in writing and math diagnostics, grade distributions by course, and other data to support the student success standard of engagement (AACSB standard 13).
  2. Scheduling: With minimal oversight, prepares course schedules for undergraduate programs; maintains accurate and detailed databases related to courses, schedules, and enrollments. Manages lecturer pools for recruitment when needed. Provides coordination and support for academic advising during orientation and registration; creates and prepares materials related to academic instruction and program outreach. Supports academic programs for consent calendar preparation and input for all graduate and undergraduate programs. Coordinates with Extended Education to plan courses/enrollments for summer/winter schedules.
  3. Budgets: Maintains, tracks, reconciles, and reports office budget expenditures in a timely manner according to the procedures of the University.  Provides budget status reports and projections as requested.  Maintains all documentation for department purchases and other expenditures.  Reviews and confirms accuracy of invoices for approval of payment.
  4. Coordinating: Under general supervision of the Chair, program directors, and the Dean, coordinates clerical and administrative support functions and/or performance of administrative work in a large/complex academic program. Assists with planning and executing large scale, complex projects with broad, visible impact that involve coordination with other department programs and the Dean’s office. Consults with the COB Senior Analyst to set priorities for temporary support staff and is accountable for work flow and completion of work. Interacts with program directors, Chair, Dean and outside community members, often in sensitive interpersonal situations.
  5. Maintenance of Office Infrastructure and Daily Operations: Acts as liaison on personnel functions and student/faculty relations. Provides lead work direction ensuring compliance with applicable policies and procedures. Serves as liaison with other administrative offices. Plans and coordinates department events.
  6. Other Duties: Assists and/or directs students to appropriate resources for advising, registration, graduation or other issues.  Directs temporary staff and student assistants to organize and maintain electronic and physical records and files for the programs and students within the programs. Maintains supplies, office files, and records. Prepares correspondence and handles complex telephone, mail and email requests.  Schedules and coordinates large meetings, activities, and events.  Attends meetings, prepares minutes or summary notes, and tracks action items.
  7. Student Assistants: Recruits, hires, trains, and Leads work direction student assistants in BUS department; approves student assistant hours for ALL student assistants within College of Business.  In consultation with the Department Chair, establishes clerical procedures, controls the workflow, and sets priorities for the work of student assistants.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.

Skills:  Experience to be fully functional in all technical aspects of work assignments.  Working knowledge of budget policies and procedures.

Ability to:  use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.

MINIMUM QUALIFICATIONS:

Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS REQUIRED:

Skill in: Excel, preparing PowerPoint presentations to include statistical information.  Experience tracking and monitoring budgets, revenue, and expenditures.  Excellent English writing skills and customer service skills.  Experience with event planning.  Working knowledge of desktop publishing software and social media applications.

PREFERRED QUALIFICATIONS:

Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. 

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

  • A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
  • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with: access to or control over, cash, checks, credit cards, and/or credit card account information; and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
  • This position may require occasional evenings and/or weekend work.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.

SALARY:              

Anticipated hiring salary in the low $3,000's/month.  For salary range info see:  CSU Salary Schedule.  CSUMB offers an attractive employee benefits package, CSU Benefits R07.  The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

TENTATIVE RECRUITMENT TIMELINE:    

Week of January 2, 2018     Phone Interviews     

Week of January 8, 2018     On-Campus Interview            

APPLICATION PROCEDURE:

For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to:  Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.

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